Human Resources Coordinator

Description:

The Neighborhood at Madison is seeking an HR Coordinator to join their team!

The Human Resources Coordinator reports directly to the Executive Director.

PURPOSE

The Human Resources Coordinator is responsible for providing human resources services and programs support to the community associates, department directors and Executive Director which meet and/or exceed Phoenix quality service standards. Key areas of responsibility include assisting the Executive Director with processing payroll, daily time and attendance and human resource information system (HRIS), team member recruiting and on-boarding, tracking of training, setting up and maintaining the personnel files and employment binders, benefits and workers compensation administration, administration services and support. Responsibilities also include greeting potential residents, families, visitors, managing both external and internal calls, taking and communicating messages; other general administrative duties as well as monitoring the Bistro area for refreshments, cleanliness, music and ensuring a pleasant atmosphere.

PRINCIPLE DUTIES AND RESPONSIBILITIES

Resident Care

Refers to the Resident Profile and addendum for every new resident to learn about each new move-in.

Understands the recognition of resident changes in condition, takes appropriate action and communication to clinical team.

Assist residents to and from their destination when necessary.

Responds to resident requests and inquiries as needed.

Structure

Maintains Bistro area in an orderly manner in communities with Bistros.

Assist with Workers compensation matters.

Inventories and places orders for community office supplies.

Logs and distributes invoices to department directors for proper coding and approval.

Maintains Tickler Reminder tracking system to monitor and update certificate and license renewals as appropriate.

Assist the Executive Director with establishing and maintaining all personnel files (electronic and paper) and binders related to employment matters for the required length of time in accordance with state, federal and Phoenix requirements

Training

Completes All Phoenix job specific training in the timeframe designated

Completes all training required by the state or other regulating authorities including ongoing training per regulation

Assist the Executive Director with completing all new hire paperwork and administration timely and prepare associate data for payroll and record keeping

Processes community associates training and tracking in compliance with Phoenix standards and federal and state regulations

Leads the orientation of new team members including new hire paperwork, Community Overview, overview of Associate handbook and policies and scheduling CORE classes

Communication

Participates in creating and maintains a warm professional environment

Participates in regularly scheduled meetings with department directors and associates

Maintains appropriate communication with the Executive Director

Possesses excellent communication skills, both verbal and written, and the ability to relate in a positive and professional way to a diverse resident and associate population

Maintains and protects the confidentiality of resident information at all times

Acts as a liaison for all associates and dedicates time each day for associate appointment to explain, assist and support an associate with any HR, benefit, or payroll concerns

Compliance/Safety

Assist with ensuring compliance with state assisted living regulations

Ensures compliance with all state and federal regulations (i.e. OSHA)

Partners with department directors to ensure community is in compliance with OSHA requirements and promotion of Risk Management programs and policies

Partners with department directors in the processing of light duty and workers compensation claims in order to expedite return to full duty, close the claims, promote positive associate relations and to reduce overall cost.

Problem Solving/Decision Making/Financial

Conducts regular invoice check-ins with vendors and manages the status of past due invoices.

Performs daily, weekly, monthly and annual payroll administration responsibilities.

Review payroll and timekeeping edit reports and coordinates with department directors to ensure they have reviewed and approved all hours.

Process approved labor adjustments.

Monitors and tracks performance appraisal due dates, process approved merit increases, and files in associates personnel file upon receipt/approval from respective Department Head.

Other Administrative Services

Covers front desk Concierge duties when needed.

Scan and deliver any invoices that come in to the payables inbox home office to process.

Scan any past due notices to the payables inbox, and/or escalate any phone calls related to past due invoices to the Home Office payables inbox asking for research and response.

Send all ancillary charge changes to home office to process.

This role will support all other general administrative duties assigned as necessary

EDUCATION/EXPERIENCE/LICENSURE- CERTIFICATION

Education: High School Diploma/ GED required, some college experience preferred

Two (2) years experience in an administrative support role, Human Resources support, and/or receptionist

Knowledge and experience in Assisted Living and Dementia care preferred

SKILLS AND ABILITIES

Demonstrated ability to schedule and orientate staff

Understanding of infection control procedures

Demonstrate the ability to Plan and Organize

Demonstrate the ability to Multi task and Manage Stress

Proficient in using MS Office and Phoenix applications with the ability to learn new applications

Understands advanced directives and end-of-life care

Understands and embraces the assisted living philosophy

Demonstrated knowledge of state regulations.

Is proficient in time management skills and adherence to deadlines

Ability to work weekends, evenings and flexible hours, available for our customers at peak service delivery days and times

Has exceptional grammar and documentation skills

Understands basic concepts of risk management

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